Commodity Table Or Concepts

This section describes concepts associated with the Commodity table.

Commodity Class Codes

A Commodity Code identifies a record in the Commodity table. The code can be up to 13 characters long.

The system treats the first three characters of this code as a Commodity Class Code. A class is a group of commodities of the same type. Class codes are used to group commodities in listings and reports. A class's description comes from the first line of the description stored in the first record within the class.

When you set up your Vendor List, you assign classes to vendors in the Commodity Class Codes pages. In the Vendor Bidding System, the class is used for generating mailing labels in the Bid List Mailing Labels report option. Vendors can bid on any commodity within their assigned classes.

Setting Up the Commodity Table

Before entering records in the Commodity table, think about the categories you can use to group the items you purchase. For instance, if you order 20 different types of paper, you can identify this class of supplies by applying the same three characters to each record. You can then use the rest of the code to identify each specific type of paper with the class.

Following are some suggestions for setting up your table:

• Develop a consistent format for your codes. Base the format on the level of detail you want to use for grouping records.
• Use the first three characters for the commodity class, two characters to identify a group within the class, and four characters for the item itself; for example, 111-02-0003 to identify Paper Supplies (111), Copy Paper (03), and Letter Stock (0004).
• Reserve a range of codes for each commodity class you intend to use.
• Set up the first sequential Commodity record in each range as a record for identifying the class. This record should only include the three-character commodity class code and a one line description.
  When you generate listings and reports, this record will sort ahead of all records within the class and thereby provide the class's title.

Commodity Codes and Warehouse Inventory

If you use the Warehouse Inventory System, the Commodity record's Stock Number field lets you cross-reference purchase order line items with records in Warehouse Inventory's Inventory Catalog.
Entering a stock number in a Commodity record has the following effects:

• The stock number defaults when you add the commodity to a line item in a requisition or purchase order.
• When you a post purchase order for the commodity, the system updates its quantity on order. Keep in mind that the system can only update the Inventory Catalog if the stock number is assigned to a catalog record.
• When you process the commodity with Warehouse Inventory's Receive Stock option, the system updates the catalog's available inventory. This option is accessed through the Warehouse Administration option.
  If you do not use Warehouse Inventory, you do not use stock numbers. In this case, you process items with Purchasing's Receive Ordered Materials option.

Additional Warehouse Inventory Considerations

In Warehouse Inventory, the Stock Number table must have records corresponding to the stock numbers in Commodity records.
Warehouse Inventory's Inventory Catalog must include records for all Warehouse and Stock Number combinations that need to be updated when purchase orders are issued in Purchasing. Warehouse and Stock Number codes form the key to identifying Inventory Catalog records.

When you enter a purchase order in Purchasing, you must use a Ship To code corresponding to a Warehouse record in the Inventory Catalog, and you must add line items with the appropriate stock numbers.

Records in Warehouse Inventory's Warehouse table must have the same codes as those used in Purchasing's Shipping table.

Additional Commodity Code Table Features

You can enter up to five lines of text in the Description field for each Commodity record. For records with longer descriptions, you can enter additional text using the Notes item on the Commodity Code Information page's Action Bar.

When you enter a requisition or purchase order for a commodity item, information from the Commodity table defaults into the corresponding fields on the purchase order or requisition.

Commodity Table Report Sort Options

You can sort the Commodity Table report by either Description or Commodity Code. When you run a search in the Commodity Code Information page and then click Print, the Print Commodity Table page enables you to select one of the following options